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Executive Assistant I
2 weeks ago
Scarborough Centre for Healthy Communities (SCHC) is dedicated to meeting the diverse, holistic health needs of the people of Scarborough by addressing the physical, mental, social, financial and environmental aspects of their health. Through the promotion of healthy lifestyles and delivery of a comprehensive range of culturally competent health and social services, we cultivate vital and connected communities.
We are currently looking to hire an:
**Executive Assistant I**
**Permanent Full-Time (35 hours/week)**
**Reports To**:
Chief Executive Officer (CEO)
**Summary**
The Executive Assistant I is responsible for a wide variety of administrative duties in support of the Chief Executive Officer (CEO), other senior management members and the Board of Directors. This individual will demonstrate critical thinking and sound decision making with considerable judgment and independence to coordinate complex administrative activities and support the work and operational decisions of the CEO. Duties include but are not limited to meeting coordination, minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant I will have material, regular access to and will assist in preparing confidential materials in relation to finance, budgeting, organization wide strategy, Board meeting, integration of services, acquisitions, Ministry requirements and human resources / labour relations (including collective bargaining, performance management, discipline, grievances, etc.). As an individual supporting the CEO and Board of Directors it is integral that the Executive Assistant I respect confidentiality, represent and support the CEO and Board of Directors and professionally interact with employees, management and the public. Other duties shall be assigned as necessary.
**Core Competencies**
- Quality Orientation
- Organization and Time Management
- Problem Solving
- Critical Thinking
- Accountability and Dependability
- Research and Analysis
- Providing Consultation and Guidance
- Ethics and Integrity
- Privacy
- Confidentiality
- Human Resources
- Planning and Organizing
- Mathematical Reasoning
- Enforcing Laws, Rules and Regulations
- Mediating and Negotiating
- Communication
- High Energy
- Stress Management
- Team Work
**Administrative Duties include**:
- Provide direct administrative and office management support to the CEO and members of the executive team, as directed.
- Maintain work schedules and calendars of the CEO and Board of Directors
- Coordinate logistics of executive team programs including coordination of meetings, seminars, workshops, special projects, and events.
- Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
- Attend Senior Leadership and Board of Director meetings and prepare minutes, action logs and ensure timely follow up.
- Prepare draft reports, background documentation and research.
- Prepare and review presentations.
- Prepare confidential correspondence, materials and agendas that involve labour relations/human resources, financial information or other confidential materials.
- Assist with human resources and labour relations activities and work closely with the CEO and human resources/finance on such matters as they arise.
- Coordinate office activities, including other administrative staff.
- Act as the lead for the administrative staff of the Senior Leadership Team, including troubleshooting and/or escalating office administration issues.
- Review, evaluate, and distribute priority correspondence for CEO and Board President.
- Complete expense reports, process executive invoices, and other related duties.
- Ensures all requirements of the bylaws and process for the Annual General Membership meetings are met in a timely manner.
- Maintains organizational systems for Board of Directors, its committees and membership.
- Present a positive and professional image of the executive office to all clients, visitors, community, inquiries and other persons.
- Prepare travel schedules, book travel arrangements, and make reservations for executive and Senior Leadership Team.
- Order office, kitchen and janitorial supplies at main office.
- Other duties shall be assigned as required.
**Communications Duties include**:
- SCHC External Newsletter - attending quarterly meetings and take minutes, pull together content for CEO’s review.
- SCHC SWAG - In collaboration with Engagement Marketing Outreach Committee (EMOC) and Director of Communication and Development: order and monitor stock, review costs periodically.
- SCHC Annual Report -Distribute electronically and hard copy (if applicable).
- SCHC Website - update “About Us” section as required e.g. CEO’s Message, Media, Newsletter, Board of Directors information.
- Public Relations: Collaborate with the CEO and Director of Communication and Development for media pres
